With our 2025 wedding season approaching in just a few weeks, we’re currently in full swing helping our couples build the perfect timeline that will allow for all of their special moments. With so many things to consider, it’s tough to imagine how your day will unfold. Here are some common challenges in timeline planning with tips on how to plan for a perfect day.
Challenge: We want to be present during cocktail hour
Many couples are off taking photos during cocktail hour and miss out on moments to connect with their guests, enjoy their signature cocktails & selected food items. Each year, more and more couples want to plan for time to be present during cocktails, but don’t know how. A great solution to this challenge is to opt for a first look instead of seeing each other for the first time down the aisle.
Planning enough time before the wedding ceremony for a first-look will allow you to take your couple portraits before the ceremony, giving you more free time during cocktail hour! First-looks also allow for a more intimate moment with your partner, less pressure of sharing that special moment in front of all of your guests & more authentic, emotion-driven photos. Another layer to this solution could be opting to take photos with immediate family and bridal party after your first looks.
Taking all of your photos before your wedding ceremony usually means that you’ll only need about 20 minutes during cocktail hour to take any photos with your extended family & allow for more time to socialize with your guests for the remainder of your cocktail period.
Tip: Discuss this timeline option with your photographer to understand how much time is needed for these photos so you can have a relaxing wedding morning & make it to your ceremony on time. No rushing here!
Challenge: I want to see the reception room before my guests
So much time, effort and, let’s be honest, money goes into the design of your reception room. All of the decor rentals, thoughtful touches and floral designs make up the entire look & feel of your wedding. Once your guests enter the room, it can be challenging to truly see the full picture of your vision that’s come to life.
I always like to include a private room reveal with our couples so they can see the reception room in all of it’s glory before it’s filled with your loved ones. The perfect timing for this is usually 15-20 minutes before your guests enter the space.
Adding this into your timeline will give you and your partner time to soak in all of the details, walk around the room to see your hard work shine & enjoy a cocktail!
Tip: Include a private first dance while you’re alone in your reception room for an extra magical moment with your partner
Challenge: We’re scared dinner will feel too long
If you’re opting for a plated dinner service with multiple courses, you may worry that your guests will feel like dinner is too long and that they’re itching to get on the dance floor. I absolutely love planning for a dance set between courses to get your guests up and moving! This can help break up the dinner portion so your guests don’t feel chained to their seats for hours, and keep the energy high.
In a 3 course format (Pasta, Salad, Main Course) I love planning for this moment to happen once guests have finished the salad course. I do this for 2 main reasons:
1 – This is usually a course that doesn’t take too long to eat
2 – The catering team typically needs more time to prepare the main dish compared to the other courses, especially if there are several meal options being offered
A dance set here keeps your guests engaged & gives them something to do while your caterer prepares the main dish. From previous experiences, I’ve found that weddings that don’t have a dance set during this portion tend to lose guest engagement resulting in your guests scattering around the venue (the bar, outside for smoke breaks, at the photobooth etc). It becomes challenging to bring everyone back together once their attention is “lost”.
Tip: Discuss this timeline inclusion with your planner & DJ. This moment is also great for incorporating traditional dances / cultural music sets
Challenge: How do we decide when all of our speeches and dances happen?
First dance, parent dances & speeches from your loved ones are some of the most memorable and meaningful parts of your wedding. We typically tend to see these moments scheduled between courses.
When timeline planning with our couples, we try not to exceed 2-3 moments per course. These tend to happen after the last plate of a course has been served, once giving guests enough time to eat (just before you might lose guests to the bar or another interesting area of the room).
Tip: Group moments that involve the same people. For example: having the first dance follow the couple’s speech or having the mother/son dance follow the speech from the parents of the groom. This allows for a great flow of events and an easy segue from one moment to the next.
Challenge: We want to speak to each of our guests, but don’t want a receiving line
A receiving line is a traditional wedding element in which the guests line up to greet the bride & groom, and is typically done before entering the reception room. Depending on your guest count, receiving lines can add an extra hour to hour and a half to your timeline, something that may not work in all situations.
A great solution to this challenge could be to opt for a table tour during dinner. As you will typically be served your plates first, you will also finish eating first, meaning you’ll have plenty of time to circulate through the tables and chat with your guests. This format also allows you to do this at your own pace during each course without having to rush conversations with your guests.
With so much to consider when planning your timeline, the best person to consult would definitely be your planner or coordinator! They will be able to help you see the big picture, identify any gaps in your schedule and suggest improvements.
Remember that your wedding day only happens once! Your timeline should allow you to take in & enjoy all of those special moments without feeling like you’re on a tight schedule.
